JOB DESCRIPTION: BUILDING/EVENTS MANAGER Custom House, Leith, Edinburgh

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1 JOB DESCRIPTION: BUILDING/EVENTS MANAGER Custom House, Leith, Edinburgh General Background Scottish Historic Buildings Trust (SHBT) is a charitable building preservation trust based in Scotland, but with a remit to operate throughout the UK. The Trust has been in existence for over 30 years and is dedicated to regenerating significant historic buildings which are at risk, for the benefit of others, through conservation and sustainable re-use. On completion, buildings are either rented or sold. The Trust also works with others to develop new uses that benefit the community. The Trust has recently taken over a new property for development the Custom House, Leith and has created a post of Building/Events Manager to undertake the day to day management and development of Custom House as a suite of offices for tenants as well as the marketing, promotion and management of the public spaces as a venue for hire whilst the Trust develops the capital project to restore the building and bring it back into use mixed use hub. Until such time as the restoration project is underway, the building will house meanwhile uses to generate interest from and provide benefit to the local community as well as providing reasonably priced office accommodation and spaces available to hire within the heart of Leith which will generate a surplus that can be reinvested into any capital expenditure. The Trust is currently undertaking some initial capital expenditure on the building to provide facilities and improvements to enable it to be used. SHBT directly manages the Custom House as serviced offices and spaces available to hire and sublets the Cruiser Store (Lane Buildings) to Custom Made who run it as a mixed use creative hub with offices, exhibition and events space, a tool library and coffee shop. There is a communal street between the two buidlings and a Saturday market in the car park adjacent to the building every weekend. Staff Structure You will be based within the Trust s property at Custom House, 67 Commercial Street, Leith, Edinburgh, EH6 6LH. You will report directly to the Head of Properties/Director, who reports to the Group Charity Trustees. You will also be expected to liaise with other staff such as the Finance Manager on Financial/Bookkeeping matters, Project Officers on specific project/maintenance tasks. Where employed, you will directly manage any Front of House/Events/Students and Ad Hoc Staff.

2 Job Purpose You will be responsible for the overall Management, promotion and day to day running of Custom House as offices for tenants and a venue for hire. You will work to the Head of Properties/Director and will liaise with the Finance Manager, Administrator, Project Staff and Trustees to ensure the smooth running of Custom House and its potential to achieve maximum income generation. PRINCIPAL RESPONSIBILITIES The Building/Events Manager has full responsibility for Custom House, ensuring that its rental potential is maximised, liaising with all tenants on a day to day basis to ensure compliance with individual lease/licence requirements, organising (with Project Staff) all maintenance where required and complying with all Landlord/statutory responsibilities. The Building/Events Manager has full responsibility for all events and hires within the public rooms, liaising with clients on their booking requirements, arranging refreshments, etc, acting as caretaker and managing the security and operation of the building during events to ensure maximum satisfaction of customers and repeat visits and will require attendance outwith normal office hours. This is a wide-ranging and responsible role requiring strong administrative, IT, organisational and communication skills and a flexible and can-do attitude. Custom House 1. Providing a professional Front of House Reception Service for Custom House, acting as the first point of contact for all enquiries for the building and the Scottish Historic Buildings Trust, as well as any tenants within the building. 2. Undertaking the day to day management and organisation of the building, ensuring that all tenants and temporary occupants are fully aware of any building procedures including fire, dealing with all tenant/occupant liaison and ensuring that the building runs smoothly and efficiently as office accommodation and rooms for hire. 3. Maximising potential rentals for all offices and public rooms by using local business networks and other means to advertise their availability and arranging for refreshments/facilities/it technology for bookings as required. 4. Managing all public and Trust room bookings within the building, arranging specific layouts, refreshments, equipment as required, providing induction and procedures for all users, overseeing each event and ensuring that rooms are put back to their standard layouts after use. 5. Where the building is being used as an event for a Festival activity, act as first point of contact with the hirer and their contractors, ensuring that the build up to the event runs smoothly; acting as Trust representative for the duration of the event, ensuring that caretaking cover is provided any time the building is occupied and ensuring upon completion that the building is put back to the condition it was in beforehand. 6. Acting as a caretaker for the building during all public room hire, opening the building if outwith normal office hours, ensuring that all clients understand fire & safety procedures, treat the building with respect, and ensure that the building is secured upon completion of the event. This will require attendance outwith normal office hours as required. 7. Maximise office rentals, liaising with all new tenants over licence agreements/rentals, preparing information for individual licences and ensuring that tenants comply with all conditions. Undertaking regular meetings with tenants to discuss any issues or changes in arrangements. 8. Managing the day to management of services and repairs contracts on the building (including computers/photocopiers/cleaning/etc), liaising with tenants as required and ensuring that faults/damages/breakages are dealt with and repaired in a timely manner. 9. Working with project staff to undertake day to day maintenance and repairs on the property as required.

3 10. Liaising with suppliers, researching the procurement of goods and services and arranging the provision of office materials, equipment and consumables as required for the building and the Trust. 11. Answering the telephone, dealing with enquiries or taking messages for Trust staff as required, and regularly checking the answering machine. 12. Providing input into the Trusts Website for the Custom House property, ensuring that it is updated regularly, dealing with all enquiries from the website and managing the address. Where required and under Trust procedures and guidance, managing and providing regular updates for the Trusts Facebook and Twitter sites and other social media interactions. 13. Managing and distributing post to Trust tenants on a daily basis; undertaking faxing/photocopying/mail services and any general typing/office duties as required on behalf of tenants and ensuring the smooth day to day running of the Trust office within the Custom House as well as providing information for re-charges to tenants. 14. Arranging any petty cash provisions with the Finance Manager as well as preparing monthly accounts and receipts for all expenditure undertaken on the property and for bookings, ensuring that they are re-charged to tenants and room hirers as required. 15. Arranging temporary staff for holiday cover (receptionist and caretaking) and support for public room use as required. 16. Working with the Finance Manager, advise on the preparation of all invoices for rentals, additional services, re-charges, events and such like and assist in collection of rents. 17. Working with the Finance Manager, ensure that all invoices paid for services and maintenance are correct and in accordance with quotations/budgets/work undertaken. 18. Keep inventories of all furniture provided, arranging for repairs and acquiring additional furniture where required. 19. Liaising with the Assessors Office to ensure that all Rateable values are up to date, charged direct to tenants where required, and that empty rooms are notified immediately to manage the Trusts rates burden. 20. Ensuring that the property complies with statutory requirements for letting as offices, including Health & Safety, Fire, etc and that all documentation is kept clearly visible and available for view as required. 21. Assisting the Director/Finance Manager to provide all information required for financial/management reporting to Trustees for the property. 22. Assisting the Director/Finance Manager to provide all background information required by the auditors in advance of each annual audit being undertaken for the property. 23. Undertaking all arrangements for the regular Doors Open Days at Custom House. This will include undertaking any advertising and promotion; organising and managing volunteers to act as room stewards; setting up the rooms to their best presentation; overseeing the event and informing visitors of the project and such like. 24. Assist Project Staff in the development of the Custom House capital project as required. This will include assisting the Staff and the Learning Officer in preparation of and execution of education events within the building, setting up the building for specific events such as School Groups etc, and working with the groups whilst in the building on any specific programmes which have been developed. It may also include representing the Trust at local meetings to discuss the capital project. 25. Working with Trustees and Audience Development Staff on publicity and promotion of the project and building and assisting with any other activities being undertaken within Custom House as part of the capital project. 26. Undertaking any other reasonable tasks required to ensure the smooth running of the Custom House which will include all day to day administration (typing, filing, mailing, updating databases, etc), providing refreshments for meetings, assisting in preparation of papers for Trustee and external meetings, taking minutes and typing up as required, filing, photocopying and such like.

4 27. When assistants/ad hoc staff are employed, act as day to day manager for these posts, ensuring that all staff have sufficient and clear workloads/tasks set for the duration of their employment including recording hours worked so they can be properly recompensed. 28. Undertaking the day to day management and overseeing of all Trust volunteers. This will include dairying in their time to suit allocation of free computers; ensuring that they have sufficient workload for their hours to be worked and keeping a record of hours worked so this can be fed into projects as required. 29. Providing additional help or cover to other Edinburgh properties where required. 30. Any other reasonable tasks as requested by the Director/Head of Properties, Accountant, Trustees and project staff. Requirements A welcoming and friendly manner in dealing with all aspects of the job, including interaction with people at all levels. A calm and positive attitude to resolving conflict and difficulties which will naturally arise in the general running of the building. A self-confident person - unflappable, tolerant, patient and have a sense of humour. Experience in Managing Serviced Office Accommodation to multiple tenants and knowledge and understanding of statutory requirements, undertaking maintenance and repair contracts. Demonstrable experience in running a public venue for hire, being used for multiple uses which may range from festivals, weddings, conferences, meetings, school education days, arts classes and the like. A good working knowledge of MS Word, Excel, Access, Microsoft Publisher and PowerPoint. Good organisational and time management skills; ability to prioritise, manage workload and work to deadlines; good communication skills; effective team player with the ability to work flexibly; ability to thrive in a busy environment. An interest in historic buildings and the cultural heritage. A full current clean driving licence is desirable. Terms and Conditions Salary: Salary will be commensurate with experience Hours of Work: Contracted hours will be 35 hours per week. Due to the nature of this post requiring attendance when the public rooms are being used for events, etc, actual hours worked will be flexible and will vary from week to week, depending on room hire within the building which will also include evenings and weekend working where necessary. Working at other Edinburgh properties will be required when cover or additional help is needed. If there are no events being held outwith office hours, it is expected that core office hours of 9.00 am to 5.00 pm will be worked with one hour each day for lunch. Although this is a full-time post, part-time or job share options will be considered. Holidays: 20 days per calendar year, increasing by 1 day per year for each full year of employment with the Trust, up to a maximum of 25 days, plus 9 days local/statutory holidays. The Trust usually closes for two weeks over the Christmas period and you will be expected to use some of your own

5 holiday allowance in addition to any discretionary days which are offered (unless there is an event on within the building during this time which requires to be covered). All holidays must be taken with prior approval of the Director and in accordance with the Employment Contract and to suit staffing of the building. The holiday year runs from 1 st July to 30 th June. Probation: This is a permanent post. However, there will be a probationary period of three months with monthly reviews. Pension Scheme: From 1 st April 2016, as long as you have completed your probationary period, you will be automatically enrolled into the Trust s Workplace Pension Scheme. SHBT will pay a minimum of 3% of your qualifying earnings and you will pay a minimum of 1% of your qualifying earnings, rising to 5% by 1 st October Applications Interested parties should send their Curriculum Vitae (including names of two referees) supported by a detailed covering letter demonstrating how you match up to the role to by to recruitment@shbt.org.uk [the subject of the should read: Confidential Job Application Custom House Building/Events Manager] OR send it by post to: The Director Scottish Historic Buildings Trust The Glasite Meeting House, 33 Barony Street, Edinburgh, EH3 6NX, Tel: [Mark the envelope: Confidential Job Application Building/Events Manager] Any enquiries regarding the job can be ed to recruitment@shbt.org.uk Deadline for receipt of Applications: 27 th January 2017 It is anticipated that Interviews for the post will be held during February